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Commission System Administrator (User Support)

Vacancy #:   4062
Unit:   Commission Support Unit
Organization:   International Union for Conservation of Nature (IUCN)
Location:   Sri Lanka Country Office, Colombo, Sri Lanka
Reporting to:   Global Director - Union Development Group
Work percentage:   100%
Grade:   A3
Expected start date:   01 August 2019
Type of contract:   Max-term (24 months with possibility of renewal)
Closing date:   28 May 2019
The Union Development Group (UDG) provides support for the governance structures of the Union and to the IUCN Members and Commissions, working in close consultation with the Director General and regional and global thematic Directors.

The UDG brings together four units:

1. Membership: In collaboration with the IUCN Regional Offices, this unit is responsible for global coordination and administration of IUCN’s more than 1400 Members;
2. Governance: Supports the IUCN Council and the Office of the President;
3. Congress: This unit has the overall responsibility for the World Conservation Congress, the highest decision-making body of IUCN; and
4. Commission Support: provides high quality and efficient financial and administrative services for the six IUCN Commissions.

The services of the Commission Support Unit (CSU) include, amongst others, support for the processing of Commission memberships, management of the Commission membership database, financial management for Commission Operating Funds, logistical support and support for Commission communications. The CSU is responsible for ensuring that the Secretariat improves the support provided to Commissions by increasing the operational efficiency of Commission administration and by bringing consistency to service levels across all Commissions.
Under the overall supervision of the Global Director – Union Development Group and in close coordination with the Commission Support Unit Coordinator, the Commission System Administrator (User Support) will have the following specific responsibilities:

Commission System user support

This position works in close collaboration with the Commission System Administrator – technical support. The function is to provide prompt and appropriate information to the users of the Commission System. Main duties are
• Respond to queries and help requests from Commission System users (new applicants, and Commission members)
• Manage the Commission System email inbox
• Develop and maintain the content of a Frequently Asked Questions (FAQ) section for the Commission System
• Provide guidance and support to Commission Chairs, Commission officers and Commission membership application approvers
• Report on the volume and type of support being requested
• Monitor the length of time approvers are taking to review applications to each Commission. Follow up as necessary.
• Prepare membership and expertise reports and statistics as required by Commission Chairs or Secretariat staff.
• Ensure that Commission Chairs receive the high quality support they need to liaise, communicate and cooperate with their membership
• Liaise with Commission Group leaders communicating on developments and features planned in future versions of the Commission System
• Liaise with Commission Group leaders on requests for setting up new groups, changing group structures, changing group leaders. Log and manage these changes in the Commission System according to agreed procedures
• Log and manage changes to user administrative rights (with the technical support administrator)
• Liaise and communicate with the leaderships of the Commissions on procedures relating to membership renewal following the World Conservation Congress

CiviCRM and Union Portal

• Act as CiviCRM “super user” advising and supporting CSU staff on use of this system and in particular:
o Setting up & managing mailing lists
o Setting up newsletter templates, and supporting Commission officers and staff as necessary
• Provide Union Portal user support and advise to Commission Chairs and Commission Group leaders

As required, the Commission System Administrator (User Support) shall assume responsibility for other activities and projects that the Coordinator, Commission Support Unit or the Global Director – Union Development Group may assign from time to time.
  • University degree or equivalent education in administration or a conservation related discipline;

• Excellent communication skills; excellent English language skills

• At least 2 years’ administration support experience;

• Proficiency in using computerised systems for membership management;

• Proficiency in Microsoft Office suite, particularly Outlook, Excel, Word and/or Access;

• Organised systematic thinker;

• Hands-on mentality, results driven and team player;

• Ability to work and function in multicultural and multidisciplinary environment;

• Complete fluency in spoken and written English. Knowledge of Spanish and/or French is a major advantage

Applicants are requested to apply online through the HR Management System, by opening the vacancy announcement and pressing the "Apply" button.

Applicants will be asked to create an account and submit their profile information. Applications will not be accepted after the closing date. The vacancy closes at midnight, Swiss time (GMT+1 / GMT+2 during Daylight Saving Time, DST). Please note that only selected applicants will be personally contacted for interviews.

Other job opportunities are published in the IUCN website: http://www.iucn.org/involved/jobs/

About IUCN

IUCN is a membership Union uniquely composed of both government and civil society organisations. It provides public, private and non-governmental organisations with the knowledge and tools that enable human progress, economic development and nature conservation to take place together.

Created in 1948, IUCN is now the world’s largest and most diverse environmental network, harnessing the knowledge, resources and reach of more than 1,300 Member organisations and some 10,000 experts. It is a leading provider of conservation data, assessments and analysis. Its broad membership enables IUCN to fill the role of incubator and trusted repository of best practices, tools and international standards.

IUCN provides a neutral space in which diverse stakeholders including governments, NGOs, scientists, businesses, local communities, indigenous peoples organisations and others can work together to forge and implement solutions to environmental challenges and achieve sustainable development.

Working with many partners and supporters, IUCN implements a large and diverse portfolio of conservation projects worldwide. Combining the latest science with the traditional knowledge of local communities, these projects work to reverse habitat loss, restore ecosystems and improve people’s well-being.